Document Management in State and Local Government

Slide 1: ECM IN STATE AND LOCAL GOVERNMENT John Mancini President, AIIM

Slide 2: About ECM and AIIM

Slide 3: Enterprise Content Management (ECM) = the tools and technologies used to: • Capture — move content (in any form) into your repositories for reuse or retirement • Manage — move it around the enterprise to drive key applications and processes • Store — put it in a logical place for easy access • Preserve — long-term archival and storage • Deliver — get to the right audience on the right device …documents and content related to organizational processes.

Slide 4: ECM = The mass of unmanaged electronic stuff in your organization

Slide 5: We are the community that provides education, research, and best practices to help organizations control information and maximize its value.

Slide 6: Find, control, and maximize your information.

Slide 7: AIIM = The largest community in the world dedicated to helping you manage and get value from your electronic stuff

Slide 8: www.aiim.org/training

Slide 9: Current state of the ECM industry

Slide 10: An industry in a period of great change...

Slide 11: Product focus→Platform focus

Slide 12: Aggregating content→Leveraging content

Slide 13: Structured and limited→ad hoc and ubiquitous

Slide 14: High cost per seat→Low cost per seat

Slide 15: Inflexible →Flexible

Slide 16: Transactions →Collaboration

Slide 17: High cost per seat→Low cost per seat

Slide 18: Why should I consider an ECM implementation?

Slide 19: Why should I move beyond file cabinets and paper archiving?

Slide 20: How do I articulate the value of ECM?

Slide 21: What can I do with ECM that I can't do today?

Slide 22: The nature of organizational “documentation” has changed more in the past 5 years than in the previous 100...

Slide 23: ...and it isn’t going back.

Slide 24: The risk side of the equation...

Slide 25: Repeat after me... This isn’t just about “records” in its traditional definition.

Slide 26: 58% how confident are you that your electronic information is accurate, trustworthy, and accessible? % “slightly confident” or “not confident at all” State and local govt only, N=156

Slide 27: Federal Rules of Civil Procedure 26 and 34, which went into effect December 1, 2006, use the term “electronically stored information” rather than the term “data compilation” and identify it as a distinctive category of information subject to discovery obligations on par with “documents” and “things.”

Slide 28: 40% Imagine you are being sued...how long would it take to find all the information related to that person? % more than one month State and local govt only, N=156

Slide 29: This isn’t about being perfect. But it is about having a defensible process.

Slide 30: Disagree 25% My organization takes its RM obligations seriously. Agree 75% Agree My organization’s RM 38% directives are consistently Disagree enforced. 62% AIIM E-Mail Survey, large organizations only, N=582

Slide 31: The more I know the more worried I get 33% vs. 10% “Fair” or “Marginal”

Slide 32: The benefit side of the equation...

Slide 33: 65% On a scale of 1 (TERRIBLE) to 10 (EXCELLENT) the percentage evaluating their overall effectiveness in managing electronic information as 5 or Less.

Slide 34: What do you see as the most important business driver for document and records management (8 choices)...? 32% improve efficiency 28% compliance 17% better customer service State and local govt only, N=156

Slide 35: Top interests next 12-18 months (14 choices) RM and archiving = 77% E-mail management = 62% Business continuity/risk management = 40% Statutory and regulatory compliance = 39% State and local govt only, N=156

Slide 36: How would you compare the ROI of your distributed capture implementation with other IT implementations? worse much 4% better 8% better about the same 40% 49% State and local govt only, N=75

Slide 37: What are the biggest pitfalls in considering an ECM implementation?

Slide 38: How do organizations typically "get into" ECM?

Slide 39: 25% “I have heard of the term ecm with regards to information management.”

Slide 40: The big three challenges (choose one) Change management = 30% Justifying the investment = 28% Getting employee commitment = 24% State and local govt only, N=156

Slide 41: What kind of planning do you need to do to be successful?

Slide 42: Who has the most important role in determining whether or not to implement an ERM solution? 31% IT 27% RM 23% Operations and Admin State and local govt only, N=146

Slide 43: 62% “how well do your it people understand electronic records?” 1= “they know nothing” 10= “they are completely competent” % 5 or less

Slide 44: Top three problems in managing a records or document implementation (14 choices)... 41% lack of knowledge and training 40% underestimated process and organizational issues project derailed by 35% internal politics State and local govt only, N=156

Slide 45: www.aiim.org/training

Slide 46: Is this worth it?

Slide 47: PUBLIC SECTOR: How does the effectiveness of your organization compare to your peers? (% “more effective” or “much more effective”) 44 # of organizations viewing themselves as effective = 2.3X more in strategic sample 19 No ECM Strategic ECM AIIM State of Industry survey

Slide 48: www.aiim.org/training johnmancini@aiim.org or www.aiim.typepad.com